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Master Gardeners of Western Wayne County

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Board Members
Contact Info
Board and Committee Descriptions
Board and Committee Job Descriptions and Responsibilities

Executive Board

Please Note: Everyone on the Board either as an Executive Board Member or a Committee Chairperson works together as a team brainstorming ideas, making suggestions, and supporting efforts to move our organization forward. This is a friendly and fun environment! The experience and knowledge gained is immeasurable. All terms are 2 years.


President


Responsibilities include:

  • Preside over meetings of the general membership and the Executive Committee.  The President will oversee the enforcement of the by-laws and policies as adopted by the Chapter membership.
  • Represent and serve the Membership in a positive and respectful fashion.
  • Encourage members to be involved in the decision making process through their suggestions, comments, questions and concerns.
  • Prepare and distribute agendas for both the Board and Membership meetings. 
  • Lead both meetings.
  • Stay active and involved in committee activities, attending or otherwise supporting as many as possible.
  • Encourage and Support Executive Board including MSUE Advisor and Committee Chairs working cooperatively.
  • Keep a notebook of records to be passed to the next President.


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Vice President

Responsibilities include:

  • In the absence of the President, Secretary, or Treasurer the Vice President shall assume the duties of said office.  The Vice President shall oversee all standing committees.
  • Attend monthly board and membership meetings.
  • Get involved with committees of choice.
  • Report any information on committee’s not represented at the board meetings.
  • As stated in by-laws assume duties of President, Secretary or Treasurer when absent.


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Secretary

Responsibilities include:

  • Maintain written records of the Executive Board Committee and General Membership meetings of the Master Gardeners of Western Wayne County (MGWWC)
  • Provide written Minutes and other information to the MGWWC Executive Board Committee, MSUE Coordinator and Committee Chairperson
  • Maintain an annual binder of all Minutes, meeting attendance and correspondence belonging to MGWWC
  • Respond to all correspondence at the direction of the President, MSUE Coordinator and the Committee Chairperson


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Treasurer

Responsibilities include:

  • Manage all Chapter income, expenses and bank account(s) according to the policies and procedure outlined in the Michigan Master Gardener Association Financial Guidebook
  • Collecting dues and maintaining the membership roster
  • Providing a financial report to be read and approved at each meeting
  • Providing an annual financial report that will be  audited and submitted to the MSUE office
  • Needs to be present at meetings


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President Emeritus


Responsibilities include:

  • President Emeritus is the immediate past president who holds this office until a new president is elected.

Responsibilities are to perform any duties assigned by the executive committee that are not specified under the other officer’s job descriptions.
  • Duties may include but are not limited to seeking grants for MGWWC or MSUE projects, liaisons with other groups etc.




Committee Positions

Banquet Chairperson

Responsibilities include:

  • Assist the Master Gardener Coordinator with the various tasks necessary to ensure a successful annual Banquet and Awards Ceremony.
  • Coordinate a small committee of Master Gardeners to complete the details of the annual Banquet and Awards Ceremony.
  • Secure an educational speaker for the event.
  • Work with the Master Gardener Coordinator with the reports necessary to determine eligibility for certificates and awards.
  • Coordinate the collection of donated door prizes.
  • Manage the registration process.
  • Produce a program to be distributed at the banquet.
  • Assign volunteers to specific jobs at the Banquet, i.e. set-up of hall, registration, 50/50 ticket sales, clean-up, etc.
  • Work closely with the Master Gardener Coordinator to provide an exceptional event


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Community Liaison Chairperson

Responsibilities include:

  • Establish and/or maintain relationships with various local elected officials to benefit MGWWC (and MSUE during budget hearings).
  • Serving as a representative of MGWWC while attending meetings, local volunteer and/or social events.
  • Acting as the middle person between local government officials presenting the goals, needs and activities of MGWWC in verbal and sometimes written formats and offering Master Gardener assistance on events with board concurrence.


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Children's/Demonstration Garden Chairperson

Responsibilities include:

  • Work closely with both the MGWWC board and the Master Gardener Coordinator to continue improving the Demonstration Garden area behind the Farmhouse.
  • Shall hold workday or work evening opportunities on a weekly basis. These days and times need to be cleared with the MG Coordinator as they must be present on the grounds for any work to be accomplished.
  • Shall recruit Master Gardeners for said workdays.
  • Will meet with the MG coordinator in the fall and late winter for a walkabout the demo garden to access the needs and opportunities of the garden and devise a ‘wish list’ for the following season.
  • Will design following years plans for the garden to include planting materials, and any other necessary supplies in the form of a budget proposal.
  • Will contact the greenhouse committee chair to see what requested plants can be started in the greenhouse. They will also supply the greenhouse committee with a seed order request by the end of January for the upcoming season.
  • Will assemble, and keep updated, a whiteboard in the Farmhouse of specific tasks that need to be completed at least 1 week in advance in the garden.
  • Will keep the MG Coordinator and the board of MGWWC informed of all activities planned and pass on information detailing all progress or situations that arise throughout the season.
  • Shall make sure that volunteers using any garden tools, manual or power, are educated in the use of said tool and are wearing the proper attire for the use of said tool(s).
  • Will make sure that all garden tools are properly cared for while in the use of a volunteer.
  • Report any injuries sustained by a volunteer no matter how slight that it might seem at the time. An incident report must be filed and kept on record at the MG Coordinator office. A binder with the report will be at the Farmhouse along with a first aid kit for minor injuries.
  • Will report any condition issue with garden tools and equipment to the MG Coordinator, the MGWWC board and enter the information into a tool logbook.
  • Shall request any new tools or planting materials needed, or would like to have, through both the MG Coordinator and the board of MGWWC.
  • Will keep records, in a log book/journal in the Farmhouse of all expenditures, volunteer contact information, volunteer activities, and any other information deemed necessary by the MG Coordinator and/or the MGWWC board.
  • Shall prepare, on a monthly basis, a summary of current/ongoing activities, and upcoming activities for both the Master Gardener Coordinator and the board of MGWWC. Said report shall be presented to the MG Coordinator and the board of MGWWC for their records.
  • Shall in the fall of every season, prepare a summary of activities to the MG Coordinator and the board of MGWWC. If supplies or plant materials need to be purchased for the following year, a list of such items and an approximate cost of such must be submitted to the MG Coordinator and the board of MGWWC for their approval, budgeting and funding.


  • Greenhouse Chairperson
  • Greenhouse Chairperson is a 2 year term.   Responsibilities include:
  • The sale of tomatoes and other plants is one of our major fundraisers. This committee chairperson will work closely with both the MGWWC board and the Master Gardener Coordinator to coordinate the growing of tomatoes and other plants for sale in May of each year. These duties include:

  • Ensure that all mechanicals (water, fans, lighting, etc.) are in working order.
  • Establish budget for Greenhouse operation.
  • Work with MG coordinator to establish schedules, access etc.
  • Oversee Greenhouse maintenance such as cleanups, plantings etc.
  • Solicit appropriate number of volunteers and schedule same for various tasks.
  • Purchase supplies (mediums, pots, trays etc.) for plantings.
  • Calculate appropriate planting dates to ensure mature plants for sales or donations.
  • Coordinate plant sales as fund raiser for the group
  • Create and maintain list with descriptions of tomatoes and other crops
  • Create and maintain spreadsheet to track crops (what planted, dates planted, transplanted, etc.)
  • Send advertisement requests to free venues (e.g. Free Press, Observer, News Herald, Zvents and Michigan Gardener Magazine)
  • Work with Treasurer to transfer funds collected on a timely basis and/or obtain checks to pay for supplies, etc.




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Educational Events Chairperson

Responsibilities include:

  • Coordination of the 60 Minute Seminars in February which has developed into one of our major fundraisers.
  • Work closely with both the MGWWC board and the Master Gardener Coordinator to coordinate (4) inexpensive 60 minute workshops that would be open to the outside public. Our goal is to keep expenses to a bare minimum in order to provide topics of interest to the public but still raise a profit for our group.  ($10 a session or $30 for all four sessions for preregistration)
  • Canvas Master Gardeners and others to select topics of interest for seminars
  • Present event ideas to MGWWC Board for final selection
  • With assistance from former Seminar and Event Coordinator locate and secure speakers
  • Coordinate with speakers and MG Coordinator any special equipment or materials that will needed for each session
  • Send advertisement requests to free venues (e.g. Free Press, Observer, News Herald, Zvents and Michigan Gardener Magazine)
  • Create and maintain spreadsheet to track attendees and payment activity
  • Recruit person(s) to coordinate administrative details (e.g.  send email communications to participants, registration, check in, ensure beverages and cookies are provided, cleanup)
  • Work with Treasurer to transfer funds collected on a timely basis and/or obtain checks to pay for supplies, etc.
  • Develop and coordinate other activities throughout the year that the public would be willing to pay to attend




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Field Trip Chairperson


Responsibilities include:

  • Coordinate at least one field trip per year to various garden venues of interest for MGWWC Members.
  • Locate venues and determine costs and logistics involved (e.g. will buses, box lunches be needed?)
  • Present options to MGWWC Board and Committee Members for vote
  • Send email communication to MGWWC Members to solicit participants
  • Set up transportation, reservations, etc. if needed
  • Create list of participants, collect funds and give to Treasurer
  • Obtain check(s) from Treasurer to pay venue, transportation, etc.




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Finance & Budget Chairperson

Responsibilities include:

  • Work cooperatively with the Treasurer and the Advisor.
  • Prepare a proposed annual budget to be voted on by the membership at the November meeting.
  • Complete and submit all reporting requirements to appropriate Local, State and Federal Agencies.
  • Be responsible for an annual audit.


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Fundraising Chairperson

Responsibilities include:

  • Seek out and plan new possible merchandise, projects, events and/or activities for raising funds.
  • Follow procedure for existing fundraising projects such as the Applebee’s Dining to Donate and Growing Great Gardens Conference.
  • Keep a current inventory list of merchandise for sale with cost to non-members, members, and board members.
  • Attend as many events where there is an opportunity to sell merchandise e.g. Growing Great Gardens Conference, 60 Minute Seminars, the Master Gardener Classes, Membership Meetings, etc.  If unable to attend ask someone else to attend and sell merchandise.
  • Keep records of merchandise bought to be sold, what is sold and monies collected from sales.
  • Give all monies collected to Treasurer.


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Grants &
Scholarships Chairperson

Responsibilities include:

Grants
  • Establish budget with board for upcoming year.
  • Advertise program to non-profit groups, schools etc.
  • Review grant applications, visit site if possible
  • Present qualifying requests to board for approval
  • When approved obtain check from treasurer for disbursement
  • Follow-up visits to check progress of recipients

Scholarships
  • Solicit applicants for awards
  • Review applications
  • Present applicants to board for approval
  • Notify award winners
  • Deposit award winners' checks into their student accounts at appropriate schools



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Historian Chairperson

Responsibilities include:

  • Maintain MGWWC photo scrapbook
  • Taking photos of monthly guest speakers and other activities and/or obtaining photos from others
  • Creating photo captions, chronological lists of activities and other important information, insert photos and information in the photo book
  • Attend monthly Board and General Membership meetings.


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Hospitality Chairperson

Responsibilities include:

  • Making and/or purchasing of finger-food refreshments, beverages and paper and plastic, etc. as needed for General Membership meetings
  • Coordinate set up to occur approximately one hour before the meetings
  • Coordination of refreshment contributions from other members including special occasions:
  • Purchase of ham, condiments, beverages and paper and plastic, etc. as needed for Holiday Party
  • Purchase of hotdogs, hamburgers, veggie burgers, buns, condiments and paper and plastic, etc. as needed for June / September Potlucks and "special" gardening days.
  • Coordinate cleanup so it is completed prior to 8:45pm. Members MUST be off-premises by 9pm in accordance with RESA guidelines
  • Submit receipt(s) for food and other items to Treasurer on timely basis for reimbursement


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Membership Chairperson



Responsibilities include:

  • Keep existing Excel spreadsheet updated with members' names, addresses, phone numbers, email addresses and paid status
  • Keep existing Google email distribution list updated with members' names, email addresses and phone numbers  
  • December thru March - collect annual dues:
  • Send emails to members soliciting annual dues
  • Collect dues and updated membership forms from members (at general meetings and/or via mail)
  • Update membership spreadsheet to reflect payment
  • Give funds to Treasurer
  • End of March remove names of dropped members from spreadsheet and email distribution list
  • Send copies of updated membership spreadsheet to Board members (Distribution list name: MGWWC Board)
  • Keep copies of existing membership forms
  • Share member interests indicated on membership forms with Board to aid volunteerism
  • September thru June - send emails each month to members reminding them of upcoming Membership and Board meetings  
  • Attend and participate in MGWWC Board Meetings


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Venoy Task Force Chairperson

Responsibilities include:

  • Work closely with both the MGWWC board and the Master Gardener Coordinator to continue improving the general grounds of the Venoy facility.

  • Will schedule with the MG Coordinator and the RESA facility manager, Mr. Rick Crosby, specific, scheduled Saturday work days in the spring, summer and fall.
  • Shall hold workday or work evening opportunities on a weekly basis. These days and times need to be cleared with the MG Coordinator as they must be present on the grounds for any work to be accomplished.
  • Shall recruit Master Gardeners for said workdays.
  • Will meet with the MG Coordinator in late winter for a walkthrough of the grounds to develop a plan of work for the upcoming season.
  • Shall meet with the MG Coordinator and the RESA facility manager, Mr. Rick Crosby with a detailed plan of work in very early spring.
  • Will assemble, and keep updated, a whiteboard in the Farmhouse of specific tasks that needs to be completed at least 1 week in advance.
  • Will keep the MG Coordinator and the board of MGWWC informed of all activities planned and pass on information detailing all progress or situations that arise throughout the season.
  • Shall make sure that volunteers using any garden tools, manual or power, are educated in the use of said tool and are wearing the proper attire for the use of said tool.
  • Will make sure that all garden tools are properly cared for while in the use of a volunteer.
  • Report any injuries sustained by a volunteer no matter how slight that it might seem at the time. An incident report must be filed and kept on record at the MG Coordinator office. A binder with the report will be at the Farmhouse along with a first aid kit for minor injuries.
  • Will report any condition issue with garden tools and equipment to the MG Coordinator, the MGWWC board and enter the information into a tool logbook.
  • Shall request any new tools or planting materials needed, or would like to have, through both the MG Coordinator and the board of MGWWC.
  • Will keep records, in a log book/journal in the Farmhouse of all expenditures, volunteer contact information, volunteer activities, and any other information deemed necessary by the MG Coordinator and/or the MGWWC board.
  • Shall prepare, on a monthly basis, a summary of current/ongoing activities, and upcoming activities for both the Master Gardener Coordinator and the board of MGWWC. Said report shall be presented to the MG Coordinator and the board of MGWWC for their records.
  • Shall in the fall of every season, prepare a summary of activities to the MG Coordinator and the board of MGWWC. If supplies or plant materials need to be purchased for the following year, a list of such items and an approximate cost of such must be submitted to the MG Coordinator and the board of MGWWC for their approval, budgeting and funding



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Web Page / Communications / Special Projects Chairperson


Responsibilities include:

  • Work closely with the MGWWC Board, the MG Coordinator and other outside individuals and groups to provide updated communication to both MGWWC Members and the general public.
  • Maintain MGWWC Web site and Facebook page with current information about topics of interest
  • Ensure MGWWC Website Facebook page meet with all security and confidentiality guidelines
  • Work closely with MG Coordinator to ensure material is appropriate and contains no objectionable material
  • Send emails to MGWWC Board and/or Members to keep them informed of current topics of interest
  • Work closely with Membership Coordinator to maintain current MGWWC Board and General Membership email distribution list
  • Attend and participate in Board Meetings